The vendor required to provide website management system and mass notification platform designed for k-12 school divisions.
- The system must support 50+ school sites under one district and provide robust emergency communication capabilities.
• A centralized platform for managing district and school websites.
• A mass notification system capable of delivering urgent and routine messages across multiple channels.
• Integration with existing systems (microsoft 365, google workspace, sis such as PowerSchool)
• Hosting in data centers with full compliance to agency.
- Technical requirements
1. Website management system
• Unified CMS: single dashboard for all district and school websites.
• Real-time publishing: instant propagation of updates across all sites.
• Role-based access control (RBAC):
o Granular permissions beyond basic roles (admin, editor, contributor).
o Custom role creation scoped to school sites, modules, and workflows.
o Temporary elevated permissions for emergencies.
• Workflow management: draft, review, and approval processes.
o Accessibility and compliance
• WCAG 2.1 level aa compliance.
• Multilingual support (english and French minimum).
• Full screen reader compatibility.
o Responsive design
• Mobile-first approach for smartphones, tablets, and desktops.
• Cross-browser compatibility (chrome, edge, safari, Firefox).
o Integration capabilities
• Microsoft 365 and google workspace embedding and authentication.
• Sis integration for real-time data sync.
• API access:
o Restful APIs for all major functions (content, notifications, analytics).
o Secure authentication.
o Webhooks for event-driven automation.
o Security
• Https and TLS encryption for all traffic.
• Single sign-on (SSO) via microsoft Entra id and google Oauth.
• Audit logging for administrative actions.
2. Mass notification system
• Multi-channel notifications: push, SMS, and email.
• Emergency alerts: override normal settings for urgent messages.
• High-volume handling: capable of sending thousands of messages within minutes.
• Audience segmentation: target by school, grade, or user role.
• Custom groups: create ad-hoc groups for events or programs.
o Event and calendar management
• Centralized calendar for district and school events.
• External sync with google and outlook calendars.
• Rsvp and attendance tracking.
o Analytics and reporting
• Engagement metrics (open rates, click-through rates, app usage).
• Dashboard visualization of communication effectiveness.
o Automated attendance notifications
• Automated unexcused absence reporting integrated with sis.
3. Hosting and performance
• Cloud hosting in data centers.
• Minimum 99.9% uptime SLA.
• CDN for fast content delivery.
• Scalability to handle peak loads during emergencies.
4. Data privacy and compliances
• Full compliance with privacy laws.
• Data residency in country.
5. Backup and disaster recovery
• Daily backups with 30-day retention.
• Disaster recovery plan with RTO under 4 hours.
6. Integration and interoperability
• Restful APIS for third-party systems.
• Sis integration for real-time student data sync.
• Widget support for social media feeds, video players, and external tools.
7. Intellectual property and end-of-contract handoff
• All content created within the platform remains the property of agency.
• Vendor must guarantee no reuse or redistribution without written consent.
• At contract end, vendor must provide:
o Complete export of all content and data in non-proprietary formats (xml, csv, html).
o Media assets, templates, configuration settings, and historical analytics.
o Documentation for re-import into another system.
8. Staff training
• Comprehensive onboarding for district and school-level staff.
• Training formats:
o Live virtual sessions and recorded modules.
o Role-specific training (admin vs. Editor vs. Contributor).
• Provide user manuals and quick-start guides.
• Annual refresher training or upon major updates.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 22, 2026
